How to embed an Excel table in a Word document

Embedding an Excel table into Word allows you to leverage Excel functions and overall functionality within Word. Some classes, such as science labs, may require embedding Excel tables rather than using Word tables. Normal copy and paste from Excel to Word converts the cells into a Word table, which functions differently than an Excel table.

Option 1: Copy and Paste

There is a special paste option that will embed Excel cells into Word. This approach preserves the underlying cell formatting. As a result, it is the recommended approach.

1. Copy the cells within Excel and press Ctrl-C or select Copy from the menu bar.
2. Switch to your Word document and place the cursor where you want to embed the Excel table.
3. Navigate to the Home menu bar
4. Click the bottom half of the Paste button and select Paste Special

5. Select “Microsoft Excel Worksheet Object” and click OK
   1. If you do not see that option, then your copy of Excel cells has been cancelled. You’ll need to switch back to Excel and recopy the desired cells.
   2. Avoid pressing the Esc key prior to pasting.

6. The Excel table will now be pasted into your Word document and will look similar to the screen shot below.

Option 2: Insert

The Insert menu bar has a feature that will embed a blank Excel table into Word. The advantage to this approach is that you can create your Excel table within Word from the start. However, if you already have an Excel spreadsheet, this option requires more steps.

1. Copy the cells within Excel and press Ctrl-C or select Copy from the menu bar.
2. Switch to your Word document and place the cursor where you want to embed the Excel table.
3. Navigate to the Insert menu bar
4. Click Table and select Excel Spreadsheet. Your menu bar will change.
   1. An empty embedded Excel spreadsheet will appear. It can be resized as needed.
   2. If you click out of the embedded grid the table closes and returns you to Word. Double-clicking on the table will re-open the table for editing.

5. Click in the upper left cell of the embedded spreadsheet
6. Click on the lower half of the Paste button located on the menu bar

7. Select the option “Keep Source Formatting”, Typically, the 4^th paste option, and resize the columns as needed.
   1. Alternatively, you can select “Keep Source Column Widths”. That will retain column widths, but you lose source formatting.

8. With the Excel table still open, resize the border around the table.
   1. If this is done with the table closed, you will resize the table image (like zooming in or out), not the border surrounded your cells.